2.1 Describe the risks associated with ICT resources and how to minimise them

This guide will help you answer 2.1 Describe the risks associated with ICT resources and how to minimise them.

In supporting teaching and learning, ICT resources are used daily. These resources include computers, tablets, interactive whiteboards, printers, network systems, and online platforms. They help deliver lessons, store information, communicate, and manage school data. However, they come with risks. Understanding these risks allows you to work safely and protect pupils, staff, and the organisation. Without proper knowledge, these risks could lead to harm, data loss, or inappropriate use.

In this guide, we cover each main type of risk is described along with strategies to reduce it. This guide covers physical, technical, and content-based risks, as well as risks to wellbeing.

Data Security Risks

ICT systems hold sensitive information. This may include pupils’ names, addresses, medical details, or academic records. This information must not be accessed or shared without permission. If data is leaked or stolen, it can lead to privacy breaches and even identity theft.

Risks include:

• Weak passwords
• Storing data on unsecured devices
• Sending information via unsecured email
• Leaving devices logged in and unattended

Ways to minimise these risks:

• Use strong passwords that combine letters, numbers, and symbols
• Change passwords regularly
• Lock devices when not in use
• Store information on secure, approved systems
• Avoid using personal devices for school data unless authorised
• Follow the Data Protection Act 2018 and school policies

Data breaches can lead to serious consequences, such as fines or disciplinary action. Protecting data is not optional; it is a legal requirement.

Cybersecurity Threats

ICT resources can be attacked by malware, viruses, phishing emails, and hackers. These threats may steal information or damage systems. Software vulnerabilities can be exploited if updates are ignored.

Risks include:

• Clicking on harmful links or attachments
• Using outdated software
• Connecting to unsafe Wi-Fi networks
• Lack of security training for staff

Minimising actions:

• Install and regularly update antivirus software
• Apply software and system updates promptly
• Do not click links from unknown sources
• Use only secure, trusted networks
• Provide regular training for staff about recognising suspicious activity

Cybersecurity is a shared responsibility. Every staff member should know how to report a suspected threat quickly.

Inappropriate or Harmful Online Content

Pupils may access unsuitable material if ICT use is not monitored. This could include offensive, violent, or explicit content. Exposure to such content can harm emotional wellbeing and disrupt learning.

Risks:

• Unfiltered internet access
• No supervision during online work
• Lack of clear acceptable use guidelines

Steps to minimise:

• Apply content filters and monitoring software
• Sit pupils where screens are visible to staff
• Use supervised sessions for internet research
• Set clear rules for ICT use, explained to pupils and parents

Inappropriate content can appear unexpectedly, even from a safe-looking site. Immediate reporting and blocking measures are important in these cases.

Physical Risks

ICT equipment can cause physical injuries if handled incorrectly. Common issues include eye strain, repetitive strain injury (RSI), or back pain from poor posture. Loose cables can be a tripping hazard.

Examples of risks:

• Poor seating positions at desks
• Screens set at wrong height
• Long periods without breaks
• Overloaded power sockets
• Poorly stored equipment leading to accidents

Ways to minimise:

• Provide adjustable chairs and desks
• Position screens at eye level
• Encourage regular short breaks from screens
• Store cables securely and neatly
• Avoid overloading sockets and check electrical equipment regularly

Protecting physical health helps maintain productivity and reduces sick leave.

Privacy Risks During Communication

ICT is used for email, messaging apps, video calls, and virtual learning platforms. If precautions are ignored, private conversations or files can be intercepted or overheard. Pupils’ images or voices may be shared without correct permissions.

Risks:

• Using unsecured communication platforms
• Recording lessons without consent
• Sending private messages to incorrect recipients

Reducing these risks:

• Use only approved, encrypted communication tools
• Record lessons only with permissions laid out in policy
• Check recipient details before sending messages
• Avoid sharing personal details in group chats or public forums

Privacy in communication protects both staff and pupils.

Financial Risks

ICT systems are linked to financial records, ordering systems, and sometimes banking details. Poor security can lead to fraud or unauthorised transactions.

Risk examples:

• Fake invoices or payment requests
• Hacked accounts
• Staff unaware of security processes

Ways to reduce risk:

• Verify requests for payment carefully
• Restrict financial access to authorised staff only
• Keep secure backups of financial records
• Apply strong security to login credentials

Loss of funds can damage trust between the community and the school. Good financial security keeps records safe and accurate.

Misuse of ICT by Pupils or Staff

ICT resources can be misused intentionally or accidentally. This includes accessing non-educational sites during lessons, using ICT for bullying, or altering records without permission.

Risks:

• Cyberbullying via school devices
• Sharing harmful messages
• Changing or deleting important files
• Using ICT for personal gain during work hours

Minimising misuse:

• Set clear acceptable use policies (AUPs)
• Monitor ICT activity through logs and filters
• Apply consequences consistently for breaches
• Provide guidance on responsible digital behaviour

Consistent enforcement of rules helps keep ICT use respectful and productive.

Loss of Data

Data loss can occur through accidental deletion, hardware failure, or a cyberattack. Losing lesson materials or assessment records can disrupt education and cause major delays.

Risks:

• No backups in place
• Saving work only locally on devices
• Not following file naming or organisation practices

Prevention tips:

• Keep regular backups on secure cloud or external drives
• Test backups occasionally to ensure they work
• Use clear file naming conventions and folder structures
• Train staff on safe storage methods

Reliable backups make recovery faster and easier if something goes wrong.

Health and Wellbeing Risks

ICT use for long periods can affect mental and physical health. Pupils may become fatigued, distracted, or stressed when ICT work is not balanced with other activities.

Risks:

• Eye strain from screen glare
• Poor posture
• Fatigue from overuse
• Reduced social interaction when ICT replaces group activities

Minimising these risks:

• Limit continuous screen time
• Encourage alternate tasks away from ICT during lessons
• Provide ergonomic equipment, such as chairs and adjustable screens
• Educate pupils about healthy ICT habits

Looking after wellbeing supports learning and reduces sickness.

Environmental Risks

ICT equipment uses energy and contains materials that can harm the environment if not disposed of correctly. Older equipment may be less energy efficient.

Risks:

• High power consumption
• Waste from discarded devices
• Pollution from improper disposal

Reducing impact:

• Switch off equipment when not in use
• Use energy-efficient devices
• Follow approved procedures for recycling ICT equipment
• Consider buying equipment with lower environmental impact ratings

Environmentally responsible ICT use benefits the wider community as well as the organisation.

Social Media Risks

Social media platforms can cause reputational and safeguarding risks if content is not controlled. Pupils or staff could post inappropriate images or comments linked to the school.

Risks:

• Sharing pupil photos without consent
• Posting comments that damage the school’s reputation
• Contact between staff and pupils outside approved channels

Minimisation steps:

• Keep social media use within school-approved guidelines
• Gain consent before posting any identifiable information
• Monitor official accounts
• Avoid personal involvement with pupils on social media

Responsible use of social media helps maintain public trust.

Final Thoughts

ICT brings many benefits to teaching and learning. It allows lessons to be more engaging, interactive, and flexible. It supports communication, administration, and record keeping. But risks linked to ICT resources are real and varied. They range from technical issues like cyberattacks to human factors like misuse and unsafe physical use.

To keep ICT use safe, every member of staff must follow policies and act responsibly. Safe practice protects data, keeps people physically well, and maintains the school’s reputation. Many risks are avoidable with simple measures such as secure passwords, clear rules, and proper supervision. In your role, you play a direct part in keeping ICT work safe and effective. Every small action, such as locking the screen when leaving a desk, contributes to the bigger picture of safety and trust in your workplace.